Title
Recommendation to Authorize the City Manager to Execute a First Amendment in the Amount of $100,000 with ECS Imaging Inc., for a Total Compensation for the Work Not to Exceed $170,000 for Scanning and Archiving of Planning and Building Permit Documents. (Planning, Building & Transportation 481001)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
Authorize the City Manager to extend an amendment to the contract with ECS Imaging Inc. (ECS) to provide document scanning and archiving services for Planning and Building permit documents. Due to the need to vacate all Planning and Building file storage at the former Carnegie Library building (Carnegie) by July 1, 2019, it is recommended the ECS contract amount be increased by $100,000 to cover the costs of archiving the additional document volume. The proposed amendment will increase the total compensation of the agreement to $170,000.
BACKGROUND
Under state law, the City of Alameda (City) is required to keep permit records permanently. Over the course of nearly 100 years of permitting, the physical archive of permit records has grown to over 1,000 boxes and rolls of paper blue prints that have started to deteriorate. The storage locations for these archives span the City Hall attic, Building 2 at Alameda Point, and Carnegie. ECS has been providing document scanning and archiving for Planning and Building records since 2003. The City has continued to use ECS to provide this service in order to maintain a consistent file index structure. This indexing is critical for public access to historical records through Laserfiche and the Accela permit tracking system that has been in use for more than ten years. The current agreement with ECS was executed by the City Manager in March 2019 in the amount of $70,000 for ongoing scanning and archiving of both historical records and current hardcopy records.
DISCUSSION
On April 5, 2019, the Planning, Building and Transportation Departm...
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